ExpenseOnDemand helps Attention Industries automate mileage calculations, strengthen fuel-receipt controls and process expenses quickly through Xero.
“When new starters join, they seem to instantly know how to use it. It’s so user-friendly that we don’t have to sit with people and explain what to do, they just claim their expenses.”
Vicki Clark, Group Financial Controller, Attention Industries
Formerly SWNS Media Group, Attention Industries brings together specialist brands spanning journalism, content creation, PR, research, photography and design.
With journalists and photographers frequently travelling between assignments, the group needed an expense system that would work for employees on the road while giving Finance reliable control over mileage, receipts and weekly payments.
Attention Industries was simplifying one area of its finance technology, moving from Sage 200 and Sicon to a new setup built around Xero.
The team evaluated and demoed several expense management systems, but mileage proved to be a major differentiator. Its journalists and photographers travel extensively, so it needed a platform that could automatically apply the appropriate mileage rates as employees crossed annual mileage thresholds.
The business also needed to collect sufficient fuel receipts to support its mileage and VAT processes. Previously, these receipts had been provided on an ad-hoc basis, making it harder to maintain a consistent process.
Finally, Attention Industries wanted to reimburse employees every week. An alternative system linked expense payments to payroll, which would have limited the business to monthly expense runs.
Attention Industries selected ExpenseOnDemand because it combined Xero integration with the mileage automation, mobile functionality and flexibility the business required.
Employees can record mileage and photograph receipts through the mobile app, without needing to log in from a desktop. This is particularly valuable for journalists and photographers submitting expenses while travelling.
ExpenseOnDemand automatically applies Attention Industries’ mileage policy and helps ensure employees upload sufficient fuel receipts to support their claims. Finance can then review the expenses, check the VAT information and export the approved data into Xero.
The business also uses ExpenseOnDemand’s compliance statement to direct employees to its detailed expense and vehicle-use policies.
Implementation began in September 2024, with company-wide launch planned for 1 January 2025.
Attention Industries combined ExpenseOnDemand’s support materials with its own company-specific guides and live demonstrations. Employees, including the photographers who would use the system extensively, were invited to provide feedback during the pilot.
This allowed the team to answer questions and resolve early issues before the full launch. Although the new fuel-receipt process represented an internal cultural shift, resistance was lower than expected and questions quickly reduced as employees became familiar with the system.
ExpenseOnDemand now supports a smooth, cost-effective weekly expense process for Attention Industries.
Expense processing is quicker for Finance, employees submit claims more regularly, and the mobile app makes it easy to capture receipts while travelling. New starters can begin using the platform with minimal support, removing the need for one-to-one expense training.
The mileage functionality gives the business a consistent way to apply its policy, collect supporting fuel receipts and produce the reports Finance requires.
Two years after choosing ExpenseOnDemand, the platform continues to meet the group’s needs.
“ExpenseOnDemand was the system that suited our needs the most. It continues to do so, and that’s why we’re still here.” Vicki Clark, Group Financial Controller, Attention Industries
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